Learn more about what a pro forma is in this article
How to get there
- Go to Sales
- Click on Pro formas
To create a new pro forma invoice, you can use the + Create button on the toolbar or, also, from Sales> Invoices you can click on the + Add button at the top right of your screen.
When creating a pro forma you will find three information areas with all the fields that you will have to complete.
Select the customer or supplier that will receive your pro forma.
Every time you register an invoice you can add a new contact without having to go to the Contacts section, simply write the name of the contact and click the Add button.
- Doc Num
A document number will be assigned automatically based on the numbering lines you created in Settings> Invoicing> Documents.
You can edit the number if you need.
By default it will be filled in with today's date.
Holded allows you to edit this date in case you want to post past invoices.
Select a due date for your pro forma invoice.
You can select a day from the calendar or mark the option of 30, 60 or a specific number of days. You can also assign multiple dates so that it is reflected in the PDF of the invoice and in the Cashflow.
The expiration date is nothing more than the deadline for money collection. That is, the maximum date you indicate for the payment to be issued.
Write the concept of your pro forma invoice
Click on the magnifying glass or type @ in the concept line to select a product that you have previously registered with Holded. When adding it, it will be identified with a tag icon in order to differentiate it from the concepts added manually.
A brief explanation about the concept of your pro forma to specify the details of the product or service.
If you select an already registered product, it will be filled in automatically.
The number of units that will be used to calculate the Total (units x Price + Tax).
The price without taxes of the product.
It will be filled in automatically when selecting an already registered product.
Select a tax from the database (for example; VAT 21%, Withholding 19%, Export, or Equivalence surcharge).
The taxes already configured for the contact, product and account will appear by default.
It will be calculated automatically when adding price and units. If you want to modify it, the value of the Price column will be automatically changed.
The pro forma fields will be filled in automatically in the following order of priority: Contact Preferences, Product Preferences, Company Preferences.
If you have not specified any information within a contact's file, the data configured in Products will appear and finally in Settings> Preferences> Sales and expenses.
- Visible message on Invoice
Add a specific message for this proforma invoice.
- Add custom fields
Add additional information using a table (eg: Order number).
From Templates you can configure that they appear automatically
- Payment details
Select the payment method you have created
This field is informative only and has no accounting effect.
Select a sales channel to be able to segment your sales. They must always be accounts of sales or income groups (70, 75, 76 or 77).
Create or search for a tag to classify your invoice.
Once you have created and assigned sales channels and tags to invoices, you can use them to analyze your sales in the Reports section.
The details of your pro forma invoice are predefined according to the preferences you have configured. However, you can customize it according to your current needs from the Options button, on the top right of your screen.
In addition to choosing your preferences, from Options you can activate different fields that will add data to your pro forma invoice.
- Account per item
In case you have more than one account per item.
- Tags por item
In case you have more than one tag per item.
- Long description
Activate this option to add a previous text field to the table.
- Discount per product
By activating this option, a new column will be added to the table and you will be able to apply a discount for each product line.
- Show discount
This option will be activated by default and if deactivated, the breakdown of taxes will not appear in the final summary section of the invoice.
- Electronic invoice field
Click to fill in the fields of the electronic invoice that you can download in .xml format to upload it to the website of the relevant Agency.
Once all the fields have been filled in, you can choose between Preview or Save the pro forma.